Graduate School Assistantship and Fellowship Training Program at WSU

WSU Assistantship & Fellowship Training Adam Williams, Area Finance Officer, Graduate School adam.williams@wsu.edu 509-335-5165 Amanda Senter, Fiscal Specialist, Graduate School amanda.senter@wsu.edu 509-335-4799 Graduate School Finance Team gs.finance@wsu.edu https://gradschool.wsu.edu/facultystaff-resources/712-2/ French Administration, Room 324 / Campus Zip 1030 July 2020

Objectives Assistantships: Eligibility Requirements Waivers Tuition and Fees PERMS Payroll Deduction Sponsored Students: Graduate Sponsored Student Support Memo my.WSU Eligibility Requirements China Scholars/Fellowships/Fulbright Deadlines

Assistantship Eligibility Requirements Academic Year Processing Memo GS website Faculty & Staff Finances More About Assistantships Academic-Year Processing Memo Graduate Student Status Admitted to Pullman or branch campus Must Reside in the state of WA- verified by looking at the mailing address in my.WSU Full Time Enrollment (10-18cr) for the entire semester 3.0 Cumulative GPA Required: CITI-RCR and DSHP trainings ITA exam for international students on TA s Excl.: AUS, BAR, BAH, BOT, GUA, UK, GBR, IRE, JAM, KEN, NZD, NGA, SCT, TND&TOB, and CAN Fall AY Spring Assistantship dates: 8/16-12/31 or 8/16-5/15 or 1/1-5/15

Waivers Waivers are based on position funding EAA or PA submitted after PERMS is approved may affect waiver. Please contact the GS before submitting & copy gs.finance@wsu.edu on sign/submitted forms. If DEPPS does not contain updated funding information, the account information should be included in PERMS conditions/comments TIP: To expedite PERMS Review always include funding info in the PERMS Action comments section (especially if waiver does not currently match appointment in DEPPS) Appointment must be for the entire semester (4.5 months) Deviation requires an approved exception in GRM (late starts) FTE at least 25% to 50% Student must be enrolled fulltime for the entire semester Verify student enrollment before submitting PERMS action or support memo as actions cannot be approved until enrollment is met

Waiver Types Operating Fee Waiver (OFW) $5,715.00 Position must be funded on: State or F&A funds: (001-01, 148-02, 148-05) All But Dissertation Waiver (ABD) $5,715.00 Student must meet all assistantship eligibility requirements, including still enrolling full time for the entire semester Must be funded on competitive extramural grants Application submitted thru the GRM system (my.WSU) ABD application needs to be submitted by the priority deadlined: 8/1 for Fall or 12/10 for Spring semester approval

Waiver Types continued Qualified Tuition Reduction (QTR) $5,715.00 Position funded by anything other than state or F&A funds QTR is a fringe benefit of employment, not a tuition Waiver TNA & BNA grants: use job class 9904 Non-Resident Waiver (NR) $7,049.00 Guaranteed for first full year (2 semesters from their program admission date) for domestic students Domestic student must submit a WA residency application Typically takes 1 year to establish residency Please inform your students of residency requirements International students receive NR waiver as long as they have an assistantship

Tuition Tuition due first day of classes 08/24/2020 *1st Late Fees 09/08/2020 Fall 2019 Spring 2020 Grad Insurance 741.00 1,224.00 iSHIP (no dental) 661.00 1,093.00 https://cougarhealth.wsu.edu/studentinsurance/graduate-students/

PERMS Citizenship/Immigration status & I9 Current HEPPS/DEPPS PENDING Job class Dates Appt type Appt term Waiver info.

Payroll Deduction* 50% graduate assistantship appointment academic semester only Enrolled in at least 10 credits Deduct tuition and fees only 8 pay periods, fee of $8/semester Payroll Deduction request in student's my.WSU account Students with academic year appointment, may authorize deduction for fall/spring with one request Direct Deposit Encourage your students to sign up Different than the Travel Reimbursement Direct Fast, easy, secure Process: Complete authorization on payrolls website and submit to Payroll Services with a VOIDED check French Admin 236

Sponsored/Fellowship Students who receive support from department, grants/fellowships, home country typically not on assistantship If the student does hold an assistantship mandatory fees and partial tuition can be guaranteed with allowable funding May have a GS commitment associated with their funding please reference the commitment number (GS###C) in the comments of the sponsored student support memo Ph.D. Fellowship Tuition Support Program Supplement the fellowship COE allowance Submit Graduate Support Memos via my.WSU Training materials on the Grad School Finance website

Sponsored Students Know your students AND your GS agreed commitments Training Tip: To request a new commitment, use: https://app.smartsheet.com/b/form/7e069a51067c42f0b10e666ea811b0ab Commitment Types: [Flex] Waivers Departments MUST submit support memo Ex. NR Waiver with Residency Exception, or Matching waivers on federal grants Fully funded GS positions (ex. RADS) China Sponsored Students CSC Receive Resident & NR waivers- Departments MUST submit support memo Department must provide $5000/yr of support via: Assistantship or Time-Slip appointment, or Scholarship (no service by student) Pay mandatory tuition and insurance (requires no work from student) Other International Agreements Fulbright Resident & NR waivers requested by IP CONACYT- sponsored by home country, COE may differ by student JCATI agreement in state waivers Departments MUST submit support memo

Departmental Requirements Offer Letters Please use our templates as starting points Initial offer shall by uploaded to the my.WSU admissions/evaluations page. Subsequent renewal offers added to RATA upload in my.WSU ABD applications due to GS for priority review and approval by 8/01 for Fall and 12/10 for the Spring. Verify waivers & position funding are correct PERMS look at the official PERMS PAF emailed to the originator Payroll reconciling and Budget Reconciling- look at objsub: 07QT or 08TP Student Evaluation & Certification of Effort (blue forms for SPS) Exceptions to Policy need to route through GRM: Begin date not 8/16 or 1/1 Additional work beyond the assistantship GPA less than 3.0 GS Approval for Waiver changes after 8/25/20 (first payroll run) Graduate Student Annual Review at end assistantship year

myWSU.edu Request access to the following in my.WSU: View Customer Accounts Campus Community RATA page Graduate Student Support Memo GRM (Graduate Resource Management) CS Reporting Query Viewer (ASSISTANTSHIP reports) GS_PERMS_WVRS_W_RESEDENCY: All graduate students that are enrolled for a specific term GS_PERMS_WVRS_W_RESIDENCY_ID: Brings back a single graduate student GS_PERMS_WVRS_W_RESIDENCY_ID_M: Brings back multiple graduate students GRAD_SF_STDNT_BALANCES: allows you to see your students outstanding balance Appointing authority emails request to access.sis@wsu.edu Join the Listserve: grad_financial_processors@lists.wsu.edu

Deadlines 08/01/2020: Fall ABD Application Priority Deadline 07/22/2020: GS will begin review and approval of PERMS and Sponsored Graduate Student Support memos PERMS appointing authority approval with fulltime enrollment by 08/02/20 in order to process financial aid ahead of appointment start STUDENTS MUST BE ENROLLED 10-18 CREDITS the GS will not look at PERMS action if not enrolled in at least 10 credits 08/24/2020: 1st day of classes 08/24/2020: Cutoff for online input PERMS for August payroll. 09/08/2020: 1st Late Fee (https://registrar.wsu.edu/academic-calendar/)

Departments Should contact? The Graduate School If waivers have not posted after the 3rdweek of class and ONLY after you have checked 1. PERMS 2. Students RA/TA page in my.WSU 1. Students enrollment 2. Students account in my.WSU If the incorrect waiver has posted contact Adam Williams, ASAP If the position funding has changed after the PERMS action has been approved, contact Adam Williams GS payroll@wsu.edu Payroll Services Questions regarding the status of your Sponsored Graduate Student Support Memo You can view the status of our memo on my.WSU.edu

QUESTIONS ?

This has been a WSU Training Videoconference If you attended this live training session and wish to have your attendance documented in your training history, please notify Human Resource Services within 24 hours of today's date: hrstraining@wsu.edu